Leading the agenda was the planning of Newbury Town Day, set for August 23rd, aimed at fostering community engagement through a series of activities concentrated in a single location. Members recognized the challenges posed by September’s busy schedule, opting for a late August date to avoid conflicts. Suggestions included organizing activities at the Upper Green and utilizing Spencer Pierce Farm, with additional plans to incorporate outdoor movies, despite previous challenges with mosquitoes. The idea of a drive-in movie was considered, drawing on the successful example of a similar event on Plum Island.

The council debated the logistics of the event, emphasizing the need for diverse activities to cater to families and individuals alike. A key discussion point was the inclusion of local food vendors, with an emphasis on collaborating with local businesses such as the Rusty Can food truck and supporting the food pantry by avoiding competing vendors. Ideas for community involvement included lemonade stands run by scouts. The council also addressed logistical issues such as parking and police support, noting past police involvement and the potential use of Handover Street and the edges of the Green for parking.

The council also explored the idea of rebranding the event as “Newbury Town Days,” proposing a series of activities spread throughout the year to maintain engagement and continuity. This concept aimed to build on successful elements from prior events while introducing new attractions to keep the community interested. Members discussed the potential for historical bus tours and other activities.

Another topic was the council’s ongoing issue with communication and resource visibility. A participant emphasized the need for a dedicated web page on the town’s website to provide complete information about the council and its events. The lack of such a page was noted as a barrier to effective communication, with the council relying on a Gmail account due to delays in setting up an official town email. The need for a centralized calendar to avoid scheduling conflicts and improve event visibility was also discussed. The idea of allowing residents to submit events for inclusion was proposed, although concerns about the practicality of maintaining such a calendar were raised. The council considered hiring a part-time contractor to manage the webpage and calendar updates.

The council also addressed grant-related matters, detailing the financial standing and obligations to the Massachusetts Cultural Council. There was a report on the grants awarded in the previous year, totaling $6,750 across 19 grants. Eight grants had requested payment, with $2,300 already disbursed and $4,450 outstanding. Discussions included the process for grant reimbursements, requiring grantees to demonstrate expenditures before receiving payments. The council considered potential adjustments in payment procedures to accommodate different needs among grantees.

Further discussions touched on the council’s funding sources for events, with a current balance of $2,000 in the celebration account. The possibility of raising additional funds through local sponsorships was mentioned. The council also deliberated on creating a comprehensive calendar of events to enhance community engagement and avoid conflicts, acknowledging that many activities supported by the council do not occur within Newbury itself.